Retention Policies - Revision history

Cstelzmann at 15:08, 28 August 2023

2023-08-28T15:08:03Z

Ltalaschus: /* Examples */

2023-08-24T14:29:06Z

Examples

Ltalaschus: /* Showing Retention Details */

2023-08-24T14:26:37Z

Showing Retention Details

Ltalaschus: /* Creating Retention Policies */

2023-08-24T14:12:43Z

Creating Retention Policies

Bmeyn at 08:56, 8 March 2021

2021-03-08T08:56:51Z

Bmeyn: /* Examples */

2018-04-17T16:43:49Z

Examples

Bmeyn: /* Showing Retention Details */

2018-04-17T16:10:32Z

Showing Retention Details

Bmeyn: /* Showing Retention Details */

2018-04-17T16:07:13Z

Showing Retention Details

Bmeyn: /* Modifying Retention Policies */

2018-04-17T16:04:57Z

Modifying Retention Policies

Bmeyn: /* Creating Retention Policies */

2018-04-17T15:55:54Z

Creating Retention Policies

@@ Line 30: / Line 30: @@
 *; <p class="msnote">'''Notice:''' Please note that search terms may contain [[Accessing_the_Archive_with_the_MailStore_Client_software#Searching_for_Word_Fragments|wildcards and phrases]] but [[Accessing_the_Archive_with_the_MailStore_Client_software#Narrowing_by_Fields|narrowing by fields and excluding words]] is not possible.</p>
 * In the ''Retention Period'' section, configure the retention period during which messages that this retention policy applies to cannot be deleted. The minimum retention period is one day, the maximum period 1000 years. The beginning of the period can be configured to be either the message's archiving date or the message date.<br/><br/>
-*; <p class="msnote">'''Important Notice:''' The archiving date and the retention policy depend on the system time of the MailStore Server. Please ensure that all settings (clock, time zone etc) that affect the system time in Windows are always correct.<br/><br/>When the message date is used as reference date, make sure the message date of the archived emails have been set correctly. <br/><br/>How MailStore determines the message date is described in the article [[Message_Date_of_an_Email|Message Date of an Email]].</p>
+*; <p class="msnote">'''Important Notice:''' The archiving date and the retention policy depend on the system time of the MailStore Server. Please ensure that all settings (clock, time zone etc) that affect the system time in Windows are always correct.<br/><br/>When the message date is used as reference date, make sure the message date of the archived emails has been set correctly. <br/><br/>How MailStore determines the message date is described in the article [[Message_Date_of_an_Email|Message Date of an Email]].</p>
 * In the ''Automatic Deletion'' section, configure whether messages that this retention policy applies to should be deleted automatically at the end of the retention period.<br/><br/>
 *; <p class="msnote">'''Important Notice:''' The automatic deletion of messages is done by the system-generated [[Jobs|job]] ''Process Retention Policies'' that runs nightly at 3:30am by default. If you disable or delete this job, messages will no longer be deleted automatically. You can recreate the job with the corresponding [[Jobs#Templates|template]] at any time.</p>

@@ Line 102: / Line 102: @@
 == Examples ==
-The following examples detail the effects of priority, retention period and automatic deletion setting on the processing of retention policies. For simplicity, the retention policies shown are applied to all messages. The message whose retention details are shown was archived on 4/10/2018 at 9:34:19 AM.
+The following examples detail the effects of priority, retention period and automatic deletion setting on the processing of retention policies. For simplicity, the retention policies shown are applied to all messages. The message whose retention details are shown was archived on 6/24/2014 at 10:58:12 AM.
 === Example 1: No Automatic Deletion ===

@@ Line 85: / Line 85: @@
 Retention policies determine the maximum and minimum retention date and optionally the automatic deletion of messages in the archive.
-Between the archiving date and the minimum retention date a message cannot be deleted from the archive neither manually nor automatically. After the maximum retention date a message will be deleted from the archive automatically.
+Between the configured reference date, which can be either the archiving date of the message or the message date, and the minimum retention date a message cannot be deleted from the archive neither manually nor automatically. After the maximum retention date a message will be deleted from the archive automatically.
 Between the minimum and maximum retention date a message can be deleted manually from the archive. Depending on the enabled retention policies, the minimum and maximum retention date of a message may be the same or the message is not subject to any policy at all.

@@ Line 29: / Line 29: @@
 * In the ''Scope'' section, configure whether the new retention policy applies to all messages or only to those that match certain search criteria.<br/><br/>
 *; <p class="msnote">'''Notice:''' Please note that search terms may contain [[Accessing_the_Archive_with_the_MailStore_Client_software#Searching_for_Word_Fragments|wildcards and phrases]] but [[Accessing_the_Archive_with_the_MailStore_Client_software#Narrowing_by_Fields|narrowing by fields and excluding words]] is not possible.</p>
-* In the ''Retention Period'' section, configure the retention period during which messages that this retention policy applies to cannot be deleted. The minimum retention period is one day, the maximum period 1000 years. The beginning of the period is always defined by a message's archiving date.<br/><br/>
+* In the ''Retention Period'' section, configure the retention period during which messages that this retention policy applies to cannot be deleted. The minimum retention period is one day, the maximum period 1000 years. The beginning of the period can be configured to be either the message's archiving date or the message date.<br/><br/>
-*; <p class="msnote">'''Important Notice:''' Both the archiving date and the retention policy depend on the system time of the MailStore Server. Please ensure that all settings (clock, time zone etc) that affect the system time in Windows are always correct.</p>
+*; <p class="msnote">'''Important Notice:''' The archiving date and the retention policy depend on the system time of the MailStore Server. Please ensure that all settings (clock, time zone etc) that affect the system time in Windows are always correct.<br/><br/>When the message date is used as reference date, make sure the message date of the archived emails have been set correctly. <br/><br/>How MailStore determines the message date is described in the article [[Message_Date_of_an_Email|Message Date of an Email]].</p>
 * In the ''Automatic Deletion'' section, configure whether messages that this retention policy applies to should be deleted automatically at the end of the retention period.<br/><br/>
 *; <p class="msnote">'''Important Notice:''' The automatic deletion of messages is done by the system-generated [[Jobs|job]] ''Process Retention Policies'' that runs nightly at 3:30am by default. If you disable or delete this job, messages will no longer be deleted automatically. You can recreate the job with the corresponding [[Jobs#Templates|template]] at any time.</p>

← Older revision		Revision as of 08:56, 8 March 2021
Line 1:		Line 1:
−	By default, MailStore ~~allows~~ the ~~immediate deletion of archived~~ emails by users ~~with~~ the ~~privilege~~ ''Delete Emails''. With retention policies you can specify the maximum and minimum retention period of either all messages or only those that match certain search criteria. At the end of the retention period messages can be deleted from the archive either automatically by a corresponding retention policy or manually by users with sufficient privileges.	+	By default, MailStore Server retains archived emails forever and no emails will be deleted from the archive automatically.<br/>
		+	Manually, emails can only be deleted by users who have been granted the [[Users,_Folders_and_Settings#Specifying_Privileges\|''Delete Emails'' privilege]] explicitly. MailStore administrators can also delete emails from their own archives but [[Compliance_General#Archive_Access\|access to other users' archives]] has to be granted explicitly as well. Deletions by such users are then effective immediately.
		+	{{#ev:youtube\|https://youtu.be/tj1h_x60S3k\|350\|right\|''Tech Tip: Retention Policies''}}
		+	With retention policies you can specify the maximum and minimum retention period of either all messages or only those that match certain search criteria. Only at the end of the retention period messages can be deleted from the archive either automatically by a corresponding retention policy or manually by users with sufficient privileges.
		+
		+	Our Tech Tip video provides an overview.
		+	<br clear="all">

	== Retention Policy Basics ==		== Retention Policy Basics ==

@@ Line 89: / Line 89: @@
 * In the [[Accessing_the_Archive_with_the_MailStore_Client_software#Email_Preview|message preview pane]], click on ''Retention Details''.
 [[File:Retention_Policies_04.png|center|350px]]
-* The ''Retention Details'' dialog opens. If determined, the minimum and maximum retention date and the corresponding retention policies are shown.
+* The ''Retention Details'' dialog opens. If applicable, the minimum and maximum retention date and the corresponding retention policies are shown.
 [[File:Retention_Policies_05.png|center|350px]]
 * By clicking on a retention policy you can view its details directly.

@@ Line 79: / Line 79: @@
 Retention policies determine the maximum and minimum retention date and optionally the automatic deletion of messages in the archive.
-Until the minimum retention date messages cannot be deleted from the archive neither manually nor automatically. After the maximum retention date messages will be deleted from the archive automatically.
+Between the archiving date and the minimum retention date a message cannot be deleted from the archive neither manually nor automatically. After the maximum retention date a message will be deleted from the archive automatically.
-Between the minimum and maximum retention date messages can be deleted manually from the archive. Depending on the enabled retention policies, the minimum and maximum retention date of a message may be the same or the message is not subject to any policy at all.
+Between the minimum and maximum retention date a message can be deleted manually from the archive. Depending on the enabled retention policies, the minimum and maximum retention date of a message may be the same or the message is not subject to any policy at all.
 To show the retention details, i.e. the effect of all enabled retention policies on a given message, proceed as follows:

@@ Line 35: / Line 35: @@
 === Change Priority ===
-The priority determines the order by which retention policies will be processed. The policy list shows retention policies ordered by descending priority; the policy with the highest priority is shown at the top.
+The priority determines the order by which retention policies are processed. The policy list shows retention policies ordered by descending priority; the policy with the highest priority is shown at the top.
 By default, newly created retention policies get the lowest priority and are therefore shown at the bottom of the list. To change the priority of a retention policy, proceed as follows:
@@ Line 45: / Line 45: @@
 === Change Status ===
-Newly created retention policies are disabled by default and
+Newly created retention policies are disabled by default and are therefore not taken into account for retention date calculation and automatic deletion. To change the status of a retention policy, proceed as follows:
 * Log on to MailStore Client as MailStore administrator.
 * Click on ''Administrative Tools > Compliance > Compliance General''.
 * In the ''Retention Policies'' section, click on ''Change...''
 * The dialog to manage retention policies opens.
 === Change Name ===
-To rename a job, proceed as follows:
+To rename a retention policy, proceed as follows:
 * Log on to MailStore Client as MailStore administrator.
@@ Line 59: / Line 59: @@
 * In the ''Retention Policies'' section, click on ''Change...''
 * The dialog to manage retention policies opens.
-* In the policy list, right click on the retention policy you want to rename and select ''Rename''.
+* In the policy list, right click on the retention policy you want to rename and select ''Rename...''.
 * Enter a new name for the retention policy.
 * Click ''OK''.
 === Change Properties ===
-To modify the properties of retention policies proceed as follows:
+To modify the properties of retention policies, proceed as follows:
 * Log on to MailStore Client as MailStore administrator.
@@ Line 70: / Line 70: @@
 * In the ''Retention Policies'' section, click on ''Change...''
 * The dialog to manage retention policies opens.
-* In the policy list, right click on the retention policy you want to change and select ''Properties''.
+* In the policy list, double-click on the retention policy you want to change or right click on it and select ''Properties''.
 * The ''Edit Policy'' dialog opens.
 [[File:Retention_Policies_03.png|center|350px]]

@@ Line 16: / Line 16: @@
 * In the ''Retention Policies'' section, click on ''Change...''
 * The dialog to manage retention policies opens.
-* [[File:Retention_Policies_01.png|center|550px]]
+[[File:Retention_Policies_01.png|center|550px]]
 * Below the retention policy list, click on ''Create...''
 * The ''New Policy'' dialog opens.
-* [[File:Retention_Policies_02.png|center|350px]]
+[[File:Retention_Policies_02.png|center|350px]]
 * Enter an arbitrary name for the new retention policy.
 * In the ''Scope'' section, configure whether the new retention policy applies to all messages or only to those that match certain search criteria.<br/><br/>
 *; <p class="msnote">'''Notice:''' Please note that search terms may contain [[Accessing_the_Archive_with_the_MailStore_Client_software#Searching_for_Word_Fragments|wildcards and phrases]] but [[Accessing_the_Archive_with_the_MailStore_Client_software#Narrowing_by_Fields|narrowing by fields and excluding words]] is not possible.</p>
-* In the ''Retention Period'' section, configure the retention period during which messages that this retention policy applies to cannot be deleted. The minimum retention period is one day. The beginning of the period is always defined by a message's archiving date.<br/><br/>
+* In the ''Retention Period'' section, configure the retention period during which messages that this retention policy applies to cannot be deleted. The minimum retention period is one day, the maximum period 1000 years. The beginning of the period is always defined by a message's archiving date.<br/><br/>
 *; <p class="msnote">'''Important Notice:''' Both the archiving date and the retention policy depend on the system time of the MailStore Server. Please ensure that all settings (clock, time zone etc) that affect the system time in Windows are always correct.</p>
-* In the ''Automatic Deletion'' section, configure whether messages that this retention policy applies to  should be deleted automatically at the end of the retention period.<br/><br/>
+* In the ''Automatic Deletion'' section, configure whether messages that this retention policy applies to should be deleted automatically at the end of the retention period.<br/><br/>
 *; <p class="msnote">'''Important Notice:''' The automatic deletion of messages is done by the system-generated [[Jobs|job]] ''Process Retention Policies'' that runs nightly at 3:30am by default. If you disable or delete this job, messages will no longer be deleted automatically. You can recreate the job with the corresponding [[Jobs#Templates|template]] at any time.</p>
 * Click ''OK'' to save the new retention policy.